Travelling for work? A practical device security checklist

Working on the move is now completely normal. A sales call from the airport lounge, a report finished on the train, emails cleared from a hotel room. It’s convenient and productive, but it also takes your company’s data far beyond the protection of the office network.

Here is a practical checklist to share with anyone who travels for work, whether that’s a day trip to a client or a fortnight overseas.

Before you go

• Update everything. Install operating system and app updates before you leave. Updates fix known weaknesses, and hotel Wi-Fi isn’t the place to download them.
• Check your screen lock. Use a strong PIN or biometric lock and a short timeout. A laptop left unlocked for five minutes in a café is an open door.
• Confirm encryption is on. Full-disk encryption means a lost or stolen device doesn’t become a data breach. Your IT team can confirm this in seconds.
• Travel light on data. If you don’t need sensitive files for the trip, don’t take local copies. Work from approved cloud services instead.
• Know who to call. Save your IT or security contact number somewhere other than the device you might lose.

On the move

Public Wi-Fi is the biggest everyday risk. Networks in airports, hotels and cafés are often unencrypted, and it’s easy for an attacker to set up a fake hotspot with a convincing name.

• Use your company VPN whenever you connect to a network you don’t control.
• If in doubt, use your phone’s mobile hotspot instead of public Wi-Fi.
• Avoid public USB charging points. Carry your own plug and cable, or a power bank.
• Be aware of who can see your screen. A privacy filter is a cheap and effective upgrade for frequent travellers.
• Never leave devices unattended, even “just for a minute”.

Crossing borders

Some countries have different rules on device inspection and encryption. If you travel internationally for work, check your company’s guidance before you go. For higher-risk destinations, many organisations issue clean loan devices that carry only what’s needed for the trip.

If something goes wrong

Losing a device is stressful, but speed matters more than embarrassment. Report a lost or stolen laptop or phone straight away. Your IT team can lock it, wipe it remotely and reset access before anyone has a chance to use it.

The same goes for anything suspicious, such as unexpected login prompts, strange pop-ups or a request to “verify your account” while you’re away. Report it and let the experts decide whether it matters.

When you’re back

Change any passwords you may have entered on shared or untrusted devices, and let IT know if anything unusual happened during the trip. It takes two minutes and closes any gaps before they’re exploited.

What your IT team can do before people travel

Individuals can do a lot to stay safe on the move, but the organisation can make the secure choice the easy one.

• Make updates automatic so devices are protected without anyone having to remember.
• Enforce encryption and screen locks centrally rather than relying on individual settings.
• Provide an always-on VPN that connects automatically on untrusted networks.
• Enable remote lock and wipe for laptops and phones, and test that it works.
• Use multi-factor authentication everywhere, so a stolen password alone isn’t enough to get in.
• Keep a simple travel policy that explains what’s expected, including any countries where loan devices are required.

Consider who travels most and what they carry. Sales teams, senior leaders and engineers visiting client sites often hold the most sensitive information and the most valuable access. A short briefing before a big trip, or a quick check-in for frequent travellers, is well worth the time.

Finally, make reporting painless. If someone loses a phone at an airport late at night, they should know exactly who to call and feel confident that reporting quickly is the right thing to do. A fast report means access can be cut off before anyone has a chance to use it.